Where and When Should You Outsource Data Conversion Services?

As the name suggests, data conversion is the process of converting one form of data into another. For example, if your business is currently gathering data in Excel, Word, and PDF formats, then you would be wise to consolidate those reports into a single format. There are also times where data might be available in one form, but a business needs it in another to access it. Either of the above two scenarios would require the company to outsource data conversion services.

The two big questions that this post is going to answer are where and when should you outsource data conversion? India has always been the most popular location for outsourcing all types of data processing and translation, but the truth is that there is no single solution for every business. Let’s take a closer look.

When Should You Outsource Data Conversion Services?

In addition to the two scenarios listed above, here are some situations when you will need to outsource this critical task.

You Need Consistent Quality

Many businesses attempt to take on this task in-house. In some cases that might work but if you find that your results are inconsistent, then you should consider outsourcing it. Providers have a great deal of experience, so they understand how to ensure consistent quality and they have the tools to make it happen.

You Need to Process Large Volumes of Data

There comes the point in every business when its needs will exceed its resources. When a market finds that it’s no longer able to handle their data conversion, then it’s time to outsource. Data conversion is not a core business task, making it a prime candidate for delegation. Data conversion specialists focus on this one task, dedicating their entire business to it. So you can expect them to have the resources to handle large volumes of data.

You Need to Improve Cost Efficiency

Cost efficiency is the number one reason businesses outsource their data conversion tasks. This is also the reason why India is the most popular market – their prices are usually quite low compared to other providers. However, cost should not be your primary concern (we will discuss this below). With that said, it’s still going to be more cost-efficient to outsource because it frees up valuable resources within your business to perform more critical tasks.

Where Should You Outsource Data Conversion Services?

There are a lot of organizations out there that specialize in data conversion, making it a difficult task to choose the perfect fit. So many entrepreneurs make the mistake of selecting lower-cost above all else. While cost is indeed substantial, it should not be the ultimate deciding factor in choosing an outsourcing firm. Here are some other relevant variables you should consider when selecting where to outsource data conversion services.

Experience

If data conversion were not a significant task, then there would be no need to worry about it. The truth is that, so many people underestimate the value of data so much that they choose the cheapest option, often ending up with poor quality conversions. Choose a firm that has proven experience.

Technology

Efficient data conversion requires concrete tools – tools that might be unique to the type of formats your business needs. You should always inquire about the technology used by a provider before deciding to hire them. That’s the only way to ensure that they can meet your needs.

Security

Security is an often-overlooked factor when it comes to data conversion. You need to make sure that the provider you choose has a system in place that will ensure the security of your data. In fact, you might consider legally binding the provider to safety when entering into an outsourcing contract.